Event Operations Coordinator - New York, NY

Job Overview

The Human Rights Foundation (HRF) seeks to hire a New York-based Event Operations Coordinator. This role involves organizing a large volume of information and executing action items that are integral to successful events. Key responsibilities include: organizing planning packages, overseeing event-related purchasing and shipping, vendor contracting and invoicing and creating event job guides. The Event Operations Coordinator will report to the Senior Project Manager and liaise frequently with other departments to ensure information is accurately documented and actionable.

Responsibilities and Expectations

Specific duties include, but are not limited to:

• Managing, maintaining, organizing and updating event, production and related information (e.g., planning packages, tracking documents, packing lists, project management platform(s), location and production decks, purchasing request forms, event books, buildout plans, job guides, production books, other google documents and shared spreadsheets) to ensure alignment across teams.
• Coordinating and facilitating the production purchasing process for event materials, including procurement and purchasing tasks.
• Supporting the logistics team by documenting hotel arrangement requests and tracking guest needs in a user-friendly system.
• Updating our event management platforms (Airtable/SalesForce) and integrations with related applications and platforms.
• Collaborating with the external events team to align event needs with programming.
• Contributing to pre and post-event production plans, reports, and documentation related to event operations (transportation plans, speaker flight tracking, site plans, etc.)
• Ensuring that all event materials and equipment are inventoried and accounted for after each event.
• Navigating in and improving upon systematic solutions to enhance efficiency using productivity tools like Monday.com, Airtable, and Google sheets.
• Assisting with research for the procurement of event liability and cancelation insurance.
• Coordinating with the programs team to make arrangements for artists and entertainers - will liaise with external producers (e.g., AdjN & Z-Event).

Qualifications

• BA in business, management, or related field, from an accredited college or university.
• 3 years of experience in event operations or other relevant field.
• Proven ability to solve problems creatively.
• Proficiency with a wide range of software tools.
• Experience condensing large amounts of information into concise, actionable plans.
• Excellent communication skills and comfort managing multiple tasks (scope and complexity) with an upbeat attitude.
• Willingness to perform production-related tasks on-site during events, including lifting up to 25 lbs.
• Live event experience is a plus.
• Willingness to travel up to 10%

Compensation

$60,000 - $65,000/year

How to Apply

Please send a cover letter, resume, and a list of 3 business references to jobs@hrf.org with the subject line: "Application - Event Operations Coordinator - New York, NY" for immediate consideration.